September 2003

Staff Advisory Council

Thursday, September 11, 2003

Room 103, Hesburgh Center
1:00 p.m. to 3:00 p.m.
Present: Martha Sue Abbott, Don Anglin, Eugene Basker, Julann Bauer, Lisa Dahlin, Becky DeBruyn, Maryellen Fetherolf, Jim Gloster, Debby Herczeg, Paula Horne, Angela Miller-McGraw, Jane Nielson, JoAnn Norris, Terry Oxender, Marv Pruett, Joy Schosker, Fred Sonneborn, Terrell Ward-Thomas, Holly Webb, and Melodie Wise
Excused Absence: Sharon Konapka, Susan McGonigal, Roberta McMahon, Barbara Robinson, Irene Stines, 
Absent: Stephanie Maenhout, Amy Dorn, Jimi Sholty
HR Liaisons: Cindy Ewing and Kathy Fischer
Melodie Wise, Chair, called the meeting to order at 1:10 p.m. 
I. Approval of the August 14, 2003 Council Meeting Minutes
Jane Nielson made a motion to accept the August minutes as written. Debby Herczeg seconded it. The motion was passed.
II. Committee Reports
Melodie Wise reported that district elections will be held at the beginning of the year and the Promotions Committee will be creating and distributing posters around campus advertising these elections. In October/November the posters will be posted in buildings in the districts in which elections are to be held.
Melodie distributed to Council members a list of possible topics for informational lunch meetings to be brought to the staff through Staff Advisory Council and Human Resources. She opened the floor up for discussion and requested other topic suggestions. 
Jim Gloster suggested Parking as a topic. Melodie thought that might best fall under an existing topic, Master Plan for Campus. 
JoAnn Norris would like to see discussion of Vacation/Sick Time Carryover. It was felt that this should be discussed once John Whelan (the new Director of Organizational Effectiveness, Office of Human Resources) is able to participate. 
Renovare explanation. Cindy Ewing explained the time frame for the new software implementation and suggested the possibility of Craig Brummel talking to SAC at a future meeting.
Parking Appeals
Nothing to report.
Ad-Hoc Committee on Women’s Issues
Holly Webb reported that the SOS Lunch and Learn went well. The October Lunch and Learn will be a holiday tray display and catering tips. A flyer will be coming soon. In response to a question as to the procedure for flyer distribution, it was explained that all flyers are bundled by department and distributed through the regular mail distribution process for each building/department. A letter from the Ad-Hoc Committee on Women’s Issues was distributed stating their concern with the recent charging of OIT classes. The letter will be discussed at the next meeting. 
SAC Web Page
JoAnn Norris archived SAC information dating back to 1997. It was determined that old photos need not be archived, nor should previous Staff News articles. Holly will check with the chair of the Women’s Issues Committee as to whether it is necessary to archive past Lunch and Learn topics. JoAnn reported that the SAC e-mail address is active at The link to the SAC website has been proposed to be added to the Human Resource’s main page. JoAnn suggested that all SAC reps include the website in their address block at the bottom of their e-mails.
Archive of Minutes
Melodie pointed out that past meeting minutes need to be archived. A committee will be formed to review all hard copies of minutes to be certain that we have them all; these will be put into binders and then archived. In order to accomplish this, she has requested all SAC members bring any minutes prior to 2003 they may have to our SAC meeting on November 20 which will be held in Grace Hall Lower Level Training Room. These will be stored in the Lower Level training room until the committee is able to review them.
EAP and Health Insurance provider
Denise Murphy, Director of Benefits, would like to talk with SAC about benefits at a special meeting to be held before the Benefits Fair. There will be informational meetings scheduled to answer any questions regarding benefits. 
III. Open Discussion
Cindy Ewing distributed invitations to a tailgate picnic for the game with Michigan State on September 20. SAC members and their guests are invited. HR has a limited number of tickets for the game and SAC members are invited to place a ticket request to Sue Prister. 
A copy of the Fall Professional Development & Learning and Work Life catalog was distributed to SAC members by Cindy who explained that the final printed version will be delivered from the printer to campus on Wednesday, September 17. All staff and administrators will receive a copy.
Cindy informed SAC that John Whelan is the new Director of Organizational Effectiveness in the Office of Human Resources. 
Lisa Dahlin asked why drug testing is required for staff and administrators, but not faculty? Cindy stated that this question was addressed a couple of years ago and would bring more information to the next meeting.
Joy Schosker asked for clarification of the holiday policy. If a holiday falls on a weekend and an employee’s regular schedule is the weekend, does the employee receive holiday pay? Cindy explained that the employee will receive holiday pay. However, she will seek clarification for the next meeting. It was noted that Easter is not considered a University holiday. 
Melodie thanked Martha Sue Abbott for hosting this month’s meeting at the Hesburgh Center. Jane Nielson has offered to have Landscape Services host the October meeting.
Julanne Bauer inquired as to the EAP policy. Several employees have been told that they may have a limited number of free sessions with MEAP and then they will be referred to another therapist. Our current EAP is an assessment/referral program. The MEAP counselors met with a client for up to a set number of times and if necessary will refer out to other providers appropriately. Jim Gloster asked if there were confidentiality to employees using MEAP. Cindy explained that it is very confidential. MEAP provides Human Resources with the number of participants and an area, however no names. Melodie suggested that an EAP representative come to a future SAC meeting. 
IV. Set the Agenda for the October 9, 2003 Council Meeting
I. Approval of the September 11, 2003 Council Minutes
II. Committee Reports
- Promotions Committee
- Parking Appeals Committee
- Ad-Hoc Committee on Women’s Issues
- Web Page Article
- Archive of Minutes
III. Open Discussion
IV. Set Agenda for November 20, 2003 Council Meeting
A motion was made by Dan Anglin to adjourn the Council meeting; Lisa Dahlin seconded it. The motion was passed.
Respectfully Submitted,
Staff Advisory Council